Ready-to-Use Property Inspection Checklist Template
This ready-to-use property inspection checklist template helps landlords, tenants, property managers, and agents document the condition of a home at move-in or move-out. It provides space for room-by-room findings, meter readings, keys, photographs, repairs, signatures, and notes on pre-existing damage.
A property inspection checklist is a practical record of a property's condition at a specific point in a tenancy. It helps landlords, tenants, agents, and property managers identify existing damage, maintenance needs, fixtures, meter readings, and supplied keys. Completing it carefully at move-in and move-out can reduce misunderstandings about repairs and deposits. This template is designed to create a clear, dated, and signed inspection record.
What a property inspection checklist records
A thorough checklist records the condition of each room, including floors, walls, ceilings, windows, doors, lighting, appliances, and fixed fittings. It should also identify defects precisely, rather than using broad descriptions such as “good” or “acceptable.”
Use plain, factual language and note whether an issue is pre-existing, newly observed, or requires follow-up. Photographs and videos can support the written record when they are dated and clearly linked to the relevant area.
Move-in and move-out inspections
A move-in inspection establishes a baseline for the condition of the property before the tenant occupies it. A move-out inspection compares the property's final condition with that baseline, taking account of ordinary wear and tear where applicable.
Essential information to include
The report should identify the property, the people attending, the inspection date, and the type of inspection. It should include a room-by-room section and separate entries for utilities, keys, access devices, outdoor areas, and any agreed repairs.
| Checklist field | Purpose | Common error |
|---|---|---|
| Property address | Identifies the inspected premises | Leaving out unit or apartment number |
| Inspection date and type | Shows when and why the inspection occurred | Not stating whether it is move-in or move-out |
| Room condition notes | Records damage, cleanliness, and defects | Using vague descriptions without location details |
| Meter readings | Documents utility usage at inspection | Failing to state the meter type or reading date |
| Keys and devices returned | Confirms handover of access items | Not counting spare keys, remotes, or fobs |
How to carry out the inspection
Inspect the property in daylight where possible and work systematically from one room to the next. Test only items that can safely and reasonably be checked, such as taps, lights, locks, ventilation, appliances, and smoke alarm indicators, subject to local rules and responsibilities.
- Arrange a time when the relevant parties can attend or review the report.
- Walk through every indoor and outdoor area in a consistent order.
- Record findings, meter readings, and photographs with clear references.
- Review the completed checklist and obtain signatures or written comments.
Writing useful condition descriptions
Describe the item, its precise location, and its observed condition. For example, write “two scuff marks on living room wall beside window” rather than “wall marked.” If the condition cannot be confirmed, state that further assessment is required.
Editable template
Document template
PROPERTY INSPECTION CHECKLIST
Inspection type: ☐ Move-in ☐ Move-out ☐ Periodic ☐ Other: ____________________
Place: ____________________ Date: ____ / ____ / ______
Property address: ________________________________________________________________________
Landlord / Owner: ________________________________ Telephone / Email: ________________________________
Tenant / Occupant: ________________________________ Telephone / Email: ________________________________
Agent / Property Manager (if applicable): _______________________________________________________
| Item | Details / Reading / Quantity | Condition / Notes |
|---|---|---|
| Electricity meter reading | ____________________ | ____________________ |
| Gas meter reading | ____________________ | ____________________ |
| Water meter reading | ____________________ | ____________________ |
| Keys provided / returned | ____________________ | ____________________ |
| Access fobs / remotes | ____________________ | ____________________ |
| Photographs / video references | ____________________ | ____________________ |
ROOM-BY-ROOM INSPECTION
| Area / Item | Condition at Inspection | Damage, Defects, or Comments | Photo Reference |
|---|---|---|---|
| Entrance / Hallway | ____________________ | ____________________ | ____________________ |
| Living Room | ____________________ | ____________________ | ____________________ |
| Kitchen / Appliances | ____________________ | ____________________ | ____________________ |
| Bedroom(s) | ____________________ | ____________________ | ____________________ |
| Bathroom(s) | ____________________ | ____________________ | ____________________ |
| Windows / Doors / Locks | ____________________ | ____________________ | ____________________ |
| Outdoor / Storage Areas | ____________________ | ____________________ | ____________________ |
CONDITIONS AND OBSERVATIONS
- This checklist records the visible condition of the property and listed items on the inspection date.
- Any pre-existing damage, defect, or missing item should be described in the tables above and supported by photographs where available.
- Any repair or follow-up action agreed during the inspection shall be recorded below, including the responsible person and target completion date.
- Each signatory confirms that they have reviewed this checklist and may attach additional written comments or evidence.
| Agreed repair or action | Responsible person | Target date | Status / Notes |
|---|---|---|---|
| ____________________ | ____________________ | ____________________ | ____________________ |
| ____________________ | ____________________ | ____________________ | ____________________ |
Additional comments:
________________________________________________________________________________
________________________________________________________________________________
Landlord / Owner Signature: ________________________________ Date: ____________________
Tenant / Occupant Signature: ________________________________ Date: ____________________
Agent / Witness Signature: ________________________________ Date: ____________________
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Items that should not be overlooked
Many disputes arise from details that are easy to miss during a quick inspection. Check fixed equipment, storage areas, exterior spaces, safety-related fittings, and all means of access.
- Smoke and carbon monoxide alarms, where installed
- Water, gas, and electricity meter readings
- Keys, mailbox keys, parking passes, remotes, and access fobs
- Appliances, manuals, controls, and visible serial numbers where relevant
- Gardens, balconies, bins, garages, storage units, and shared areas
Take photographs from both a wide angle and close range, and label them by room and date so they can be matched easily to the inspection notes.
Signatures, evidence, and follow-up
Both parties should have an opportunity to review the checklist and add comments before signing. A signature generally confirms receipt or agreement with the recorded observations, but its legal effect may depend on local law and the wording used.
Give each party a copy of the signed report and keep photographs, messages, invoices, and repair records together. If repairs are agreed, specify the work, responsible person, target date, and any access arrangements.
Frequently asked questions
Must both landlord and tenant attend?
Attendance is strongly recommended because it allows observations to be discussed immediately. If one party cannot attend, send the completed report promptly and provide a reasonable opportunity for written comments, subject to applicable rules.
What is normal wear and tear?
Normal wear and tear generally means gradual deterioration from ordinary use, rather than damage caused by neglect, misuse, or an accident. The definition and consequences can vary by jurisdiction and tenancy terms.
Can photographs replace a written checklist?
Photographs are valuable evidence but work best alongside a written checklist. Written notes explain what the image shows, where it was taken, and whether the issue was present at the start or end of the tenancy.